Main purpose of job
The Operations Assistant will work closely with the in-county WISH 2 team to ensure the programme is delivered in an efficient and high-quality manner in line with Options organisational standards and client requirements.
The position holder will work closely with the Country Lead, Finance and Administration Manager and the Programme Operations Manager for Eastern and Southern Africa to support smooth programme implementation and effective management of the programme budget to ensure compliance with Options’ policies and quality assurance standards. Reporting to the Finance and Administration Manager, the Operations Assistant will have responsibility for tasks including (but not limited to): supporting the administrative, logistical and operations of the programme and country office and works closely with other clients and stakeholders to ensure timely and consistent service delivery.
The Operations Assistant supports improved programme delivery efficiency, specifically in administrative, and financial operations, to accelerate the programme success.
Some illustrative key tasks for the Operations Assistant include:
- Supporting the WISH 2 team to manage the day-to-day logistics and administration of the programme.
- Organising all procurement related activities like vehicle hire, accommodation, purchase of equipment and supplies in support of WISH 2 office
- Maintain excellent relationships with clients, vendors, the national and regional government offices and other key partners
Note: All levels of position in the organisation assume some degree of responsibility for safeguarding. Your accountabilities will align with the level and scope of the position and appropriate training will be provided.
Main duties
Overall programme management of the programme will be led by the Programme Operations Manager, but the post holder will lead in all aspects of the in-country management of the programme, supporting the WISH 2 team in:
a) Programme and In-Country Operations Support:
- Supporting the WISH 2 team to manage the day-to-day logistics and administration of the programme, including for all programme activities, staff recruitment and procurement.
- Reviewing requirements for goods and services and ensuring efficient procurement that is logical, justifiable and in accordance with Options and FCDO financial rules and regulations.
- Supporting procurement by preparing quotes along the lines of TORs drafted by programme staff, and submitting to the relevant vendors after required programmatic and operational approvals have been made
- Transport management, including negotiating car hire as required according to safety standards and ensure that vehicles have all the necessary documentation and equipment and are used in an efficient and cost saving way.
- Managing the drivers and verifying that all national traffic and safety rules are applied and ensuring the correct filling of logbooks**.**
- Organising all procurement related activities like vehicle hire, accommodation, purchase of equipment and supplies in support of WISH 2 office
- Organising travel including purchasing of tickets for both local and regional travel DSA/per diem calculation, PO preparation and conference facilities arrangements at the capital and state levels
- Monitoring programme and country office assets and maintaining the Asset Register and timely preparation and submission of periodic inventory reports.
- Reporting regularly on status of procurement requests including, expected arrival time, availability/lack of availability of items/services requested, changes in specifications of items regularly ordered.
- Conduct vendor surveys for supplies and services including travel agencies, financial services, hotel and conference facilities and vehicle hire services.
b) Financial Support:
- Checking invoices and forwarding to Finance and Administration Manager for payment.
- Supporting the FAM and the WISH 2 team with monthly budget expenditure tracking of procurements and suggest timely remedial measures when required.
- Supporting the FAM and Programme Staff to coordinate monthly procurement forecasts to support advance funding for programme implementation.
- Support the FAM to reviewing monthly activity expenditure reports and flag to the country lead or finance and administration manager any inconsistencies.
Please note that you may also be required to carry out reasonable additional ad-hoc duties, at the request of your line manager.
Key skills
- Good financial management and procurement skills
- Ability to plan and manage work in a logical manner
- Self-starter, can work independently as well as part of a team
- Critical thinking and problem-solving skills
- Ability and willingness to respond independently to requests for technical inputs
- Excellent skills in communication, written and verbal
- Proven ability to network and manage relationships with partners, consultants and technical resource persons
- Good negotiation skills
- Ability to adapt to an evolving and challenging work environment.
- Proficient in Microsoft Office suite of programmes (Word, Excel, Outlook, PowerPoint) and Teams
- Ability to multi-task and cover multiple work streams simultaneously, to work under pressure and to deadlines.
- Strong interpersonal skills, willingness and ability create strong working relationships with Options’ partners and represent Options’ image.
- Sensitive to other cultures
- Diplomatic and clear communications with staff, stakeholders, and clients
Key experience
- Experience of supporting a health programme for at least two years
- Experience with donor-funded budgets incl. FCDO is an added advantage
- Excellent experience with the Microsoft Office package, particularly Excel
- Experience in working and coordinating with an international head office and an internationally based support team.
- Experience with complex logistics arrangements for international programmes. Experience supporting the logistics and procurement of national meetings and conferences will be an added advantage
- Experience of building strong relationships with stakeholders
Formal education/qualifications
A diploma or bachelor’s degree in a relevant discipline (logistics and procurement, supply chain management, business administration) or equivalent work experience.
- To apply, please fill in the form.
- Closing date for applications is: 2nd May 2025
- Only shortlisted applicants will be contacted for interview. Interviews will be held week commencing 5th May 2025
- Please note that this role will be subject to full pre-employment background checks including criminal record check, identification check, employment references and right to work verification (where appropriate).
